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HomeMy WebLinkAbout09-05-13CITY OF OCOEE MINUTES OF HUMAN RELATIONS /DIVERSITY BOARD SPECIAL MEETING HELD SEPTEMBER 5, 2013 — -— CALL TOO RDER Chairman Hopkins called the meeting to order at 7:05 p.m. in Tom Ison Veterans/ Senior Center, 1701 Adair Street. Following a moment of personal reflection and the Pledge of Allegiance to the Flag, a quorum was declared present. PRESENT: Chairman Hopkins, Chair -Elect Dawkins, and Members Boudokhane, Calloway, Cornell, Foster (late arrival at 7:07 p.m.), Freeman (late arrival at 7:07 p.m.), and Turner (late arrival at 7:14 p.m.) ALSO PRESENT: Staff - Liaison Wright, Recording Clerk Turner, and guest Hari Singh ABSENT: Past - Chairman Maxwell (A /E), Members Curry (AN), King (A /E), McKenzie (A /u), and Pierce (A /U) -- -- -- - - - -- -- .......... ..... - - ....... - BUSINESS FOR DI SCUSSION APPROVAL OF MINUTES August 1, 2013 Minutes of the August 1, 2013, meeting were accepted as written. BUDGET REPORT Staff- Liaison Wright informed the board that the ending HRDB account balance in July was $8,803.31; however, there have been expenditures arnounting to $1,575.93 (Exhibit A). She continued by saying that the remaining expenditures for Fiesta de Colores should amount to approximately $1,500. Staff - Liaison Wright stated that several boxes of Fiesta de Colores flyers remain in City Hall, and they need to be picked -up and distributed to the local schools. Member Foster volunteered to bring a box to Hope Charter School; Chair -Elect Dawkins volunteered to pick -up a box for distribution; and Member Freeman volunteered to pick -up and distribute the rernaining boxes of flyers. FIESTA DE COLORES • Program of Events Staff - Liaison Wright provided the board with a copy of the 2012 Fiesta de Colores event program to serve as an example for the 2013 event (Exhibit B). Chairman Hopkins asked if the event program could be enlarged to the size of a poster board, and placed by the stage as a way to communicate the timeline of events. Staff - Liaison Wright stated that she would look into the Chairman's request by contacting Trinity Tesler and the City's Public Works Department. Chairman Hopkins stated that if a poster board can be made, she would like it to contain the activities and programs and the thank you page. Board discussion ensued regarding door prizes. Some of the door prizes include: • Four, $25 gift cards to Publix • Ocoee Cafe gift certificates • Chick -fil -A gift certificates Human Relations Diversity Board Minutes September 5, 2013 Page 2 of 4 • Forest Lake Golf Club gift certificate Member Freeman informed the board that she is scheduled to meet Apple Air Conditioning & Heating, Inc. on September 6 1 h to discuss updating the gift certificates they provided for last year's event. Member Dawkins volunteered to stop by Sam's Club to ensure the gift card they provided for last year's event is still valid. Member Boudokhane stated she approached Betty J's Florist regarding a door prize donation, and they informed her that they already spoke with Past - Chairman Maxwell. Board discussion ensued regarding the program of events, and it was decided to schedule the events in the following order: • 11:30 a.m. Opening Ceremonies c Presentation of Hispanic Heritage Flags (City of Ocoee Police Honor Guard and Police Explorers) o Invocation - Member Sandria Foster c National Anthem -- Tammy Munk o Ocoee Police Department Honor Guard o Welcome Chairman Jennifer Hopkins -- Human Relations Diversity Board ❖ Mayor S. Scott Vandergrift • 12 Noon Pinata Event (ages 3 -6) • 12:30 p.m. Hispanic Youth Dance Group of Deltona • 1:00 p.m. Door Prizes • 1 p.m. -3 p.m. Magical Train Rides • 1 :15 p.m. Pinata Event (ages 7 -10) « 1:30 p.m. Radio Sponsor Time "Dance Competition" • 2:00 p.m. Door Prizes • 2:30 p.m. Puppet Show by Ocoee Fire Department • 3:00 p.m. Door Prizes • 4:00 p.m. Closing and 50/50 Cash Raffle Winner Chairman Hopkins suggested that the program of events only includ the starting time of 1 1:30 a.m. This will allow flexibility within the time schedule. Chairman Hopkins asked that the event program be updated to reflect changes in membership, sponsorship, commissioners, and update the "Activities" section by changing Vendors to Marketplace. Members Calloway and Turner volunteered to manage the door prizes for the Fiesta de Colores event. Chairman Hopkins asked to be provided with a list of door prizes so that she may thank the sponsors and make periodic announcements. Chairman Hopkins stated that the cost for raffle tickets is $1 per ticket or $3 for 5 tickets, and ticket holders must be present to win. Member Foster asked if teenagers could volunteer. Chairman Hopkins answered in the affirmative; however, they must be dressed appropriately and wear closed -toe shoes. Chairman Hopkins asked Staff- Human Relations Diversity Board Minutes September 5, 2013 Page 3 of 4 Liaison Wright if nametag stickers can be provided for volunteers. Staff - Liaison Wright answered in the affirmative. Chairman Hopkins asked board rnembers to e -rnail her the name of volunteers. Staff - Liaison Wright presented the board with the 2012 vendor layout (Exhibit C) and the 4 Annual Fiesta de Colores outline (Exhibit D). Chairman Hopkins stated that Manheirn Orlando Auto Auction's mister tent is too large, and it is riot practical to transport; therefore, it is best not to use it at the event. Board discussion ensued, and it was decided that the Fiesta de Colores set -up will be Friday, September 13 at 8:00 a.m. The set -up committee includes Members Boudokhane, Calloway, Cornell, Past- Chairman Maxwell and Chairman Hopkins. Staff - Liaison Wright was asked to provide marking paint for the event grounds. Chairman Hopkins suggested getting paint stir sticks to help mark the fields. Mr. Singh volunteered to organize health screenings. Staff - Liaison Wright was directed to contact Mr. Derek Persad to see if he was going to donate gift cards and conduct health screenings. Mr. Singh and Member Calloway volunteered to provide water for board members and volunteers. Staff - Liaison Wright informed the board that the Woman's Club has been secured as a back -up location for the Hispanic Youth Dance Group of Deltona. Board discussion ensued regarding coverage for the HRDB table, and Chair -Elect Dawson suggested having a sign -up sheet on the day of the event. Staff - Liaison Wright was asked to provide a table cover for the HRDB table. Chairman Hopkins stated she will provide tie - wraps to secure the board's banner and donuts for board members and volunteers. Staff - Liaison Wright informed the board that more vendor applications have been received this year, than in 2012 (Exhibit E). NAMETAGS AND BUSINESS CARDS Staff - Liaison Wright explained to the board that she contacted Performance 1'rophy and Awards in Ocoee regarding nametags; however, did not receive a response. She continued by saying that time is of the essence, and the board should select a nametag from the Winter Garden based company, Trophies Unlimited. As discussed at the August HRDB meeting, it was decided to select the white nametag as the HRDB logo shows best on the white nametag. Member Turner, seconded by Member Calloway, moved to spend no more than $8.00 per nametag per board member, for the white nametag selected, and to be pur chased from Trophies Unlimited in Winter Garden. Motion passed unanimously. FOUNDERS' DAY COMMITTEE REPORT Tabled to the next meeting. MLK UNITY PARADE AND CELEBRATION • Theme Human Relations Diversity Board Minutes September 5, 2013 Page 4 of 4 Board discussion ensued regarding themes for the MLK Unity Parade and Celebration. Suggested themes: • Reaching for Respect • The Color of Freedom and Justice • Still More to Be Done • Defending the Dream • Advancing the Dream • _lust Be • Advancing Respect • The Vision of the Dream • Create Your Dream Staff - Liaison Wright suggested postponing theme selection until the October HRDB meeting as many board members were not in attendance. BLACK HISTORY MONTH ESSAY CONTEST Chairman Hopkins reminded the board that the theme for the MLK Event will carry over to the Black History Month Essay Contest. NEXT AGENDA - OCTOBER 3, 2013 Budget Report Fiesta de Colores Debrief Founders Day Committee Report MLK Unity Parade and Celebration (Theme and Dinner Program) Black History Month Essay Contest QUESTIONS /COMMENTS l ADJOUR Member Boudokhane inquired if the board would have a table at Founders' Day. Staff - Liaison Wright stated the deadline for the Marketplace is October. Chairman Hopkins stated that this matter can be discussed at the next meeting. Chairman Hopkins asked Staff -- Liaison Wright to printout and bring copies of the updated membership brochure to the Fiesta de Colores event. Member Cornell asked for an updated rnember list. The meeting adjourned at 8:34 p.m. Tana Turner, Recording Clerk . Jennifer Hopkins, Chairman Exhibit A HRDB July Account Balance and Expenditures and Record of Donations for FY 2013 �o � 3 A g —� C - -� - -- D — E 1 2 3 EVE NT PURCHAS D ATE COMPANY -- I - 8/2/2013 � - p p Fiesta de Colores His anic Amer Youth Grp of Deltona - Fiesta de Co 8/2/2013 Magical Train Rides Fiesta de Col 8 /1 /2013IOrlando Family Fiesta de Colores 8/14/2013 !TM Brown T HRDB 8/12/2013 Orlando Flag Center HRDB 8/22/2013 Pride Enterprises HRDB 8/19/2013 PROforma I<once is I p 1 TEM -- Donation Amt (Deposit 1/6 display ad 5000 Fiesta Post Ca 3 x 5 Mexico & Guatamala Flags Business Cards /Morgan Curry 1 500 Shopping Aping Bags setup - freight - - � AMOUNT t $350.00 $125.00 $200.00 I, $ $40.00 T $ 19._50 $545.00 - $1.,575.96 4 5 7 8 9 10 11 �o � 3 a 0 m H N d 0 'u v E o a � o` o O o o v � o v z O v O m m 0 p 7 U p N p ry 3 p N N N N N N N N p p p M p M M p a Z LL o Z o Z o LL z o LL z?? o LL z LL 0 z????? 0 LL z? o- z o z z o o z z o o z z% o o Z x o Z 2 0 LL Z - 0 Z 0 Z 0 v 0 0 0 0 0 0 o o 0 0 o o o o o 0 o 0 o o 0 0 m m 0 0 m m 0 0 m m 0 0 m m 0 0% m o m m 0 0 m m 0 0 m 0 0 m m 0 0 m 0 0 -- ro N N --- N N w N ro ro N N m \ m m ro 01 N ro ro N N ro ro N ro ro "' ro N ro ro ro ro m m m m \ m 0 0 0 n o o 0 0 Y Y E E E p s t Y o 0 0 o p 0 7 V C 0 E z c °- Y o m v 3 3 c m 3 m m o m m 0 0 n m 0 m O 0 0 0 m 0 o m M ... m M o m o m o m O m o 0 N\\ m m 0 0 m 0 0 0 N o a N N o 0 N 0 o N\\ 0 0 0 N n � �j 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 '" 0 0 0 0 0 0 0 0 0 0 0 0 0 % 0 0 0 0 0 0 0 0 0 0 C ti p N V cI �\ N N\ v\1 b \\ h r r� \\ ti0 o W W N m W W o0 o tq N m M 00 o o W W \ N O W W \\ N N 00 W V x 00 x 0 00 iA N N N iA W N I� W W N o O1 �# o] W W W W � Z W m r Ot v) V m m tD O1 O lD ! 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Q CZ T o LL = ' ca c ° U n° v u) o a) v �• q cn m a) 0 o 0 U) 2 cZ m o E c Z o x t3 �, U) o o �' co > o >, C m ° -0 0 ° C)E� c� o E ¢_� o }' ����� 00 U c� C15 > ���c —° -0 - � U O O a) .� x o Y a) c 0 ACS c c z � ° � N E® c� � ° Q ° ° E m (� U) ° ,— M •N C: a) O .r - Lo W co cz V0 :3 Q VI co CO m U) C: L� -� L) �4/L�J VJ •� T . = •L F a a) O E =3 0 Q o o E o =4- 0 C 0u_ o Q - 0 U)4- cn -0 Q U) a) N L N "a U `0 CL m a) p a) > o > J Q J Exhibit C 2012 Vendor Layout r) NAME OF BUSINESS /ORGANIZATION by Alpha 27 Allure Dance of Ocoee �_ N Avon 6 _ Azam Snytkin PA 28 _ Jardaneh, Bonita B 11 Bows by Barbie, Inc E Brothers & Sisters BBQ 32 Cafe Latino Coalition 30 Casa del Artifice Church _ 26 Cen. FL Oscar Lopez Comm 23 Center for Multicultural Wellness & Prevention 24 Channel] law Firm P _ Club Z Fitness (Zumba) 16 - Sornmunity Health Center - 19 Flamboyan Organic Soap 9 Free Child Safe Kit P rogram 1 Ga rzor Insurance 7 H & R Block * Hispanic Cham of_C of Metro Orlando 3 Insource iration — 17 Jackson Hewitt Tax Service 22 Jasln Boutique 20 Schiavoni O KV Insurance & Tax Agenc Inc M_ Lerner Family Chiropractic A Lil Moo -Moo's Ice Cream Truck F Lindas Concessions 33 LoPriesti, Louise 10 _ Gomez, Marcela G _ Marco's Pizza _ _ - D Millennia Kingdom 21 Ocoee Dental Health I Ocoee Elementary School L Orange County Property Apprai 2 Organizing for America 29 _ Orlando City Soccer 15 Orlando Sentinel J Outback Snack Shack 13 _ Pampered Chef Independe Consult 31 _ Pink Zebra Independent Distributor B _ Pupusas Orlando C RCM Concessions, Inc — 14 Sage Farms 12 The Crafting Sisters 25 _ Ultimate Body Applicat 18 _ Universal HealthCare Q Wellcare Health Plans H _ Wesley'S BBQ 5 West Oaks Library 34 Westside Tech 8 WIC from Orange County Health Dept i 4 World's Best MiniDonut & L emonade K Vera Souza NAME O F BUSINESS /O by L ocation 1 Garzor Insu 2 Organizing for Americ �- 3 Insourcepiration 4 World's Best MiniDonuts & Lemonade 5 West Oaks Library —� 6 Azam Snytkin PA 7 H & R Block 8 WIC from Orange County Health Dept 9 Free Child Safe Kit Program - 10 Gome Marcela 11 Bows by Barbie, Inc 12 The Crafting Sisters 13 _ Pamp ered C hndependent Consultant _ 14 Sage Farms 15 Orlando Sentinel 16 Community Health Center _ 1 7 J ackso n H ewitt Tax Se rvice 18 Univers Healthcare 19 _ _ Flambo an Organic Soap 20 Schiavoni 21 Ocoee Dental Health _ 22 Jasln Boutique 23 Center for Multicultural Wellness & Prevention 24 Channell law Finn _ 25 Ultimate Body Applicator 26 C en. FL Oscar Lopez Comm 27 All Dance of Ocoee 28 Jardaneh, Bonita B 29 Orlando City Soccer 30 Casa del Artifice Church 31 Pink Ze bra Independent Distributor 32 Cafe Latino Coalition 33 _L oPriesti, Louise 34 _ Westside Tech A Lil Moo -Moo's Ice Cream Truck B Pu usas Or lando C RCM Concessions, In D Millennia Kingdom — E _- Brothers & Sisters BBQ v F - Lindas Concessions G Marco' Pizza H Wesley'S BBQ Y I Ocoee . Elementary School J Outback Snack Shack — K Vera Souza L Orange County Property Appraiser M Lerner Family Ch iropractic - - N Avon - - -- ------------------- O KV Insurance & Tax Agency, Inc _ P Club Z Fitness (Zumba) — ^- Q Wellcare Health Plans ** Hispanic Cha o f Commerce of Commerce Exhibit D 4 Annual Fiesta de Colores Outline Mayor City Manaaer Commissioners City of Ocoee Human Relations Diversity Board's 4 th Annual Fiesta de Colores * Sat., September 14, 2013 UPDATED 9/5/13 Person respon- Date to be Pre -event planning sible Action completed Sponsorships HRDB HRDB Ongoing Solicit sponsors 0 Update 2012 sponsorship letter and packet ❑ Mail, hand deliver to potential sponsors Vendors /Food vendors Joy Wright Done By end of 0 Update 2012 vendor form April ❑ Mail vendor form and letter to 2012 vendors 0 Special outreach to secure Latin food vendors Joy Wright ❑ Invite Hispanic food truck 0 Get Certificate of Liability Insurance from food vendors- ongoing as food vendors submit their applications Event flyer /web site Trinity Tesler, By end of ❑ Update and finalize flyer —NEW postcard size — graphic Done May 0 Post Fiesta de Colores info on city's homepage designer (2013 Fiesta de Colores info was posted on the "HRDB web page" in May) Entertainment Joy Wright Done By end of May 0 LaJefa WUNA 1480 — CHANGE - -is now La Fiera — ❑ National Anthem singer Confirmed 6/7/13 — Member Calloway Member 0 Request Winter Garden stage Confirmed 6/7/13 Calloway - 0 Finalize contract with Hispanic American Youth Group of Deltona singer Re- confirmed 7/2/13 0 Book Magical Train Rides Corp. Confirmed 5/30/13 0 Request use of bounce house from Parks and Rec Confirmed 6/26/13 ❑ Request Fire Dept. puppet show and fire truck - Confirmed 6/26/13 ❑Aunt Sallie Mae the Clown for face painting Confirmed 5/30/13 ❑ Request Ocoee Police Dept. PC Cruiser Confirmed 6/26/13 Equipment By end of ❑ Latin flags (16) — Order 3x5 Guatemala & Mexico — Flags ordered 6/26113 Joy Wright Done May tj Flag stand — inspect for any damage, wear tear (stand is stored in city's Jamela storage facility) 11 Request Public Works inspect Clarke Road pole banners for damage, reorder banners if needed - Done ❑ 20'X 20' white tent - Nelson's Tent - Confirmed 6/14/13 11 Porto -lets — United Management — Confirmed 7/2/13 ❑ Mist tents —rent? Joy Wright Done L' Pop up tent with side panels for DJ equipment ❑ Request tables and chairs from Parks and Rec (tables and chairs will be set up under the tent) ❑ Pinatas, door prize tickets Person responsi Date to be Pre -event planning ble Action completed VideographylPhotography Joy Done By end of Wright May y C Book Mike Bissett, videographer Confirmed 5/30/13 ❑ Book Jennifer Roper, photographer Confirmed 5/30/13 Joy By end of Publicity Wright June ❑ Fliers printed and ready to be distributed Done 011x17 posters printed in -house Public Works 0 News releases 0 Fiesta event program (distributed on event day Sept. 14) 0 West Orange Times paid advertisement — run ad in Sept. 5 issue ❑ La Prensa newspaper paid advertisement — run ad in Sept.S issue ❑Sponsorship follow -ups ❑Caribbean American Passport ad (Mr. Singh) Promotional Signage Joy Done By end of ❑ Order (3) outdoor signs for Bluford and Geneva /White & Clarke Rd. Wright June Silver Star & Bluford ❑ Request Public Works Dept. post signs Ocoee Police Operations Plan Lt. Brad Dreasher lone By end of 0 Operations plan July 0 VMS boards for Bluford Ave.and Clarke Road posted on Sept. 5 ❑ Road closure / Starke Lake boat dock ❑ OPD Color Guard for opening ceremony Fiesta de Colorer Pole Banners for Clarke Road Joy Wright Banners will be I hung Sept. 6 ! By end of ❑ Banners hung on Clarke Rd to promote the Fiesta and Hispanic Heritage August Month - -Sept. 15- Oct.15 Venue preparations Week of Done event ❑Mark vendor spaces at Bill Breeze Park Immediate Past Chair []Stage walk- through with city electrician Maxwell, Members [,,Spray for ants, cut grass Calloway, Boudokha ne Exhibit E 2013 Fiesta de Colores Applications o � Q Q Q a Q If) ¢ a Q u z z z z z >- z z z h U N I O O U L m N O p U N E O � Q m w N C rn �N N m ° In �' 41 v = w rn O z LL L m lD X , O N O l0 ca O N U m O v1 w mo p� u O u In m O u m d o o v CD u m o •�, p m m Ln u �, m o `j \ d' m — p f6 O m m T C o al F Ln U X 7 4- i w 0 : m ro rd o m .`^ I` O O o r l O p @ m 0 o rn s o a O s > �t p u m= UI .. 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